Page 1 of 4 Overview Digital col lections and libraries hosted b y the UF Libraries includ e those with UF Curators for UF based collections as well as Curators and Program/Project Directors for collaborative and partner contributed c ollections D espite the variety of collections and potential users, the c urrent practices and p rocedures are simple in regards to activating new users for self submittal and other rights The practices and procedures are simple because they a re aligned with the processes for Curator s (who may be at UF, a P artner, a Program/ P roject Director, etc.) with Curators as the authority on the ir collections F or any questions on activating new users and g ranting additional rights the process is that the SobekCM Administrator consult s the Curator Automatic Activatio n f or Gatorlink Shibboleth SobekCM supports Shibboleth authentication and configuration to automatically assign rights and configure users who sign in with Shibboleth At UF, the SobekCM instance is configured to support Gato rlink Shibboleth authentication With this, UF users who sign in to SobekCM with Gatorlink a re automatically tagged to be able to self submit and to do so to the IR@UF aggregation For some types of user accounts the user is automatically connected to the IR@UF but rights are not automatically a ssigned to self submit For these, Administrators can review and, if appropriate, easily update the accounts b y checking a single check box to grant rights to self submit
Page 2 of 4 Steps for Activating Users for Self Submittal and Other Rights Step 1: New u ser signs in with Shibboleth O R N ew user r egisters for a n account in my SOBEK my UFDC myDLOC, etc. and check the box indicating that they wish to self submit. Step 2: F or n ew users signing in with Shibboleth SobekCM automatically configures user accounts For new users registering f or accounts Sob ekCM sends an automated email to the assigned system email list (with Administrators and others ) for all registrations with the checked box on self submit ting. Step 3: For new users with Shibboleth who need additional rights, they use the contact form to contact Administrators (who contact Curators to confirm any new rights, and discuss the proc ess and any questions or concerns) or the new users contact th eir Curators (who contact Administrators and confirm any new rights, and discuss the proc ess and any questions or concerns) In addition to specific users, Adminstrators activate technical and production staff as appropriate for technical and production work granting the lowest level of permissions required to do the work in keeping with best practices for security Step 4: After confirmation with the Curators, Administrators use the SobekCM online administration tools to activate the user accounts with the appropriate rights w hich can include editing metadata for the Curator s collections, adding items to the Curator s collections, and more. 1 Step 5: At regula r l y scheduled check points System Administrators r eview the user account s with rights at different levels enabled and remove rights when appropriate for users (e.g., users n o longer w ork ing in digital production, etc. ). 1 SobekCM user management documentation: http://ufdc.ufl.edu/ adminhelp/users
Page 3 of 4 Email Templates for Standard New User Activation and Rights Processes IR@UF new registration (non Shibboleth) Thank you for registering to submit materials to the Institutional Repository at UF ( IR @UF; http://ufdc.ufl.edu/ufirg). To use the IR @UF, simply login and then up load new items and edit the metadata for loaded items: http://ufdc.ufl.edu/my The IR@UF allows you to share your research openly with scholars around the world, regardless of affiliation. It also provides a permanent archive for preservation, independent of the publishers. The IR@UF utilizes repository and digital library standards, to facilitate citations and links to your work to be found via the UF Digital Collections, library catalog, Google, and many oth er search systems. The IR@UF use on your website, CV, or to distribute in other promotional materials. Please see the IR@UF FAQ ( http://ufdc.ufl.edu/ufirg/author_faq ) or contact us if you have any questions: email@example.com IR@UF new registration with submitt al rights added It looks like your account was not a utomatically enabled to self submit. We apologize for any inconvenience You are now activated to submit. You may need to log out and log back in to see the "start new item" link, but it wi ll now appear for you. Please let us know if you have any questions or concerns. New registration for metadata editing Thank you for registering to edit metadata online and to self submit materials to your collection, C OLLECTION NAME and LINK. To use the online tools to edit metadata or add new items simply login and then upload new items and edit the metadata for loaded items: http://ufdc.ufl.edu/my Please contact us if you have any questions: firstname.lastname@example.org G overnment Documents Lib raries in Florida, Puerto Rico, and the US Virgin Islands new registration Thank you for registering to submit materials to the shared Government Documents Digi tal Collection. To use the online tools to edit metadata or add new items simply login and then upload new items and edit the metadata for loaded items: http://ufdc.ufl.edu/my Chelsea Dinsmore is also copied on this message for assistance. Also, please contact us if you have any questions: email@example.com
Page 4 of 4 dLO C new registration English Thank you for registering to submit materials to the Digital Library of the Caribbean (dLOC). To submit materials, simply login and then upload new items and edit the metadata for loaded items: http://www.dloc.com/my Please contact us if you have any questions: firstname.lastname@example.org and email@example.com dLOC new registration, Spanish Gracias por registrarse para enviar materiales a la Biblioteca Digital del Caribe (dLOC). Para enviar material, use el login y luego simplemente cargue artculos nuevos y edite los metadatos de los objetos cargados: http://www.dloc.com/my Por favor, pngase en contacto con nosotros si tiene alguna pregunta: dlo firstname.lastname@example.org y email@example.com Otra opcin para cargar los documentos a la Biblioteca Digital del Caribe es enviarlos por correo a Laurie Taylor ( firstname.lastname@example.org ), Brooke Wo oldridge ( email@example.com ) o Margarita Vargas Betancourt ( firstname.lastname@example.org ). New user registration, when unclear ; response to request more information Thank you for registering to use the myUFDC/myDLOC user tools. You selected the option to request to self submit items be checking the simple final checkbox. Sometimes the checkbox is checked in error. Please let us know if you are interested in using the self submittal tool to share your research or digitized primary resource materials for the Digital Library of the Caribbean (dLOC) or other collections for open, full worldwide access and permanent preservation. Please disregard this message if you are not interested in using the self submittal tool. Vodou Arch ive new user e mail on the registration process To load materials to the Vodou Archive online, please register for a myDLOC account: http://dloc.com/my/preferences Please check the box at the bottom that you wish to self submit. By doing so, I will get an email that yo ur new account has been created T hen, I can activate you to load items to the Vodou Archive All materials in the Vodou Archive have permanent URLs, for use in citations, your CV, and for ease of reference by others. All materials are openly accessible online (so people from across the world can see and use your materials within Fair Use allowances) and the creators retain all rights to submitted materials, simply granting permissions to the libraries for preservation and provision of access. Also, you'll receive monthly usage report emails showing you how often any of your submitted materials have been accessed. There are instructions for loading items online (quick guide http:// dloc.com/AA00013238/00001/pdf ; detailed guide http://dloc.com/ufdchelp/self_submittal ) I'm happy to assist with any sets of materials or questions.